Hr Policy Manual Corporate Vision

Published Date: 02 Nov 2017

A poverty free and sustainable developed country, where every woman realize their responsibilities and equal rights.

Company Culture

Our mission is to

1. Empower women communities,

2. Remove all kinds of discrimination, illiteracy and social injustice with women.

3. Our major aim is create employment opportunity for low income household

4. Skill training for underprivileged women, established themselves through short term microcredit programs; the programs which enable women to realize their potential.

In decision making process, basically we follow the rational decision making policy. We are totally nonprofit able organization and our entire employee works together as a unit. We believe to our all employers’ potentiality to achieve ultimate goal so that we follow Democratic leader ship management system. The best way to get better output from all employee, we have to motivate them. In motivational procedure we use "Theory Z" process of motivation. Because it incorporate long term employment, individual responsibility and well being of the employee.

HR Vision

A Desired future condition that the organization seeks to achieve.

HR Mission

HR Mission is to expand and provide pioneering human resource programs and services designed to support the mission of the Organization. Our main services and competencies include selection, recruitment, training and development, employee relations, organizational development, risk management, compensation and benefits, and HR information management.

HRD Quality Objective

Our Human Resource department’s objective is to help us in creating World Class Organization having World Class standards. Where HRD is very Professional, Highly Qualified to perform the job.

HR Strategy

The HR strategy is that identifies the extensive activities that each department will practice in order to help the organization carry out its main goal. Our Strength emanates from our highly professionals.

Recruitment

Recruitment is done by proper procedures, starting from identifying the need to fill the position to reaching the stage of official appointment. Our HRD have a grading system for each test or interview given to the candidate, so that the interview panel can select the person with the highest marks by assigning marks to each candidate.

Recruitment Types

Recruitment is 2 types

Internal Recruitment &

External Recruitment

Internal Recruitment

The organization is responsible for internal advertisement of suitable candidates which take place within the fair process policy. Internal recruitment may lead to increase in employee’s productivity as their motivation level increases.

Employee Promotions

Re-employment of ex-employees and

Transfers

External Recruitment

External sources of recruitment have to be solicited from outside the organization. External sources are external to a concern.

There are many sources of external recruitment-

Employment at Factory Level

Advertisement

Employment Exchanges

Employment Agencies

Educational Institutions

Recommendations

Classification of Employee Grades

Position

Job Grade

Executive Director

1

Director

1

Assistant Director

1

Programmed Coordinator

2

Finance & Admin Officer

3

Research Officer

Monitoring & Evaluation Officer

Project Officer

Program Officer-Urban

Field Research Officer

Executive

4

Accountant

5

Administrative Assistant

6

Driver

7

Messenger

8

Guard

9

Cleaner

10

Offer of Appointment

After end of the selection of a candidate, the Human resource department, with permission from the relevant Section Head will write and send to the candidate’s postal address a job offer letter. The job offer letter will make clear idea about the requirements for accepting the job offer and reporting on duty. The candidate will have to respond to the job offer letter within two weeks. If the candidate shows interest in the job offer, an appointment will be made by the HRD to (further) discuss the terms and conditions of employment and if he/she accepts, to sign the employment contract, code of conduct and job description. If needed second meeting could be arranged for further discuss the terms and conditions of employment before signing these documents.

Medical Examination

The organization should have a medical opportunity with a local clinic for all the employees. The medical services are only to be used for examine the employee before final recruitment and also minor treatments for existing employee. Hospital bills shall not be providing by the organization. Medical forms will be filled by the employee and carbon copy will be forwarded to the HRD for final approval.

Working day: Official working hours

Sunday to Thursday office is open for work; morning: 8:30A.M to 4 P.M

Tea break shall be from 10:00 to 10:15A.M and 3:00 to 3:15 P.M for all employees

Lunch time:1 P.M to 1.30 P.M

Part-time employees are affected by provided working hours’ policy.

Working half day: Employees can work half day only under unavoidable circumstances such as emergencies. He/she have to take permit from the Executive Director or his/ her immediate Supervisor. Otherwise it will count absent for the day.

Working at home: It will not possible for any employee.

Work outside of normal office hours/ over-time: In terms of doing extra time job it will compensate by the money.

Punctuality

An employee who is absent from work without permission or reasonable explanation involving Justifiable circumstances (e.g., emergency, accident, serious illness) will be considered as an Absentee.

Absence form work for 5 consecutive working days in a month without permission is ground for disciplinary action, including dismissal.

Absence due to personal emergency cases: There will be occasions when emergencies occur and an employee will not be able to come to work. Therefore, employees are asked to inform the office, preferably their immediate supervisors.

Training & Development Policy:

Induction:

All the employees will have to pass a probation period before confirmation of the job. During the probation period all the employees will have to pass thorough an orientation program which will take place for one week. The director and the immediate supervisors of the new employees will conduct the orientation program.

The orientation program will consist of the following outline:

A copy of job description, HR manual policy, employment contract, and constitution of the organization, strategic work plan, previous annual report, organization flow chart and other relevant documents will be provided to the employees.

Various briefing sessions with senior management team, with senior staff member specially who will supervise the newly appointed employees

On the job training:

A formal training session will be conducted with the newly appointed employees by the senior officials. But this training is never sufficient enough. We believe in giving training to the employees while they are working. Normally the immediate supervisors have the responsibility to train the new employees.

When the formal training is provided to the employees at the very beginning of their journey to this organization, many important points might be missed. It is not possible to pick each and every situation of the job and give them training according to that situation. When they set off to start the job, then they can actually realize what to learn and how to learn. So on the job training is very important for the employees to make themselves adequate to perform any task. The employees perform the job assigned to them and the supervisor helps him/her to complete the job successfully. The supervisor provides immediate feedback to the employee which is very helpful for the employee for making necessary correction if needed.

Competency & Skill development:

We believe that our organization can never achieve its target unless and until we have a skilled and competent workforce. So we will always try to add new competency to our employees and will try to strengthen the existing capacity of the employees. We take the following actions to develop the skill level of our employees:

We take staff development program twice in a year or as decided by the director.

Employees can also request for training programs. They have to request to their immediate supervisors for approval of the training program. But the final approval is made by the director.

During the training program all the employees get full salary.

Coaching facility is provided to the employees if any employee is in need of that. Some of the employees might need some extra care to develop his/her skill. In that case we arrange that coaching facility.

Sometimes some employees are well capable of doing any task but for any reason they are not been able to perform. In that case we provide them counseling facility. This facility is expected to help the employees to overcome any kind of inter personal problem.

Performance Management System:

Key result area setting/ Target setting:

The organization sets a target as a whole to achieve in future. This target is then split among all the employees. Each employee determines the target of his/her immediate employee. After each quarter of a year, the employees are required to report to his/her immediate supervisor. The supervisor then gives feedback the employee. If the performance is good, then appreciation is given. If the performance is not up to the mark, then suggestion about how to improve the efficiency is given.

Appraisal policy:

Performance appraisal is required to evaluate the strength and weakness of the employees. Since the performance of the employees affects the performance of the organization, so it is very necessary to know about the employees. Appraisal system also helps to take decisions regarding salary increase or providing other facilities. There are various methods of evaluating the performance of the employees such as graphic rating scale, alternation ranking method, paired comparison method etc. But in our organization we will follow the 360 performance appraisal system to evaluate the performance of the employees. The reasons behind using this system are:

Under this system each and every employee evaluates one another. So it becomes comparatively easier to evaluate employees since for one single employee numerous evaluations are available.

It reduces the chance of being biased to one particular employee. If only few people would evaluate one single person, then it might happen that the particular person can be a victim of corporate politics. But in case of 360 performance appraisal system, this chance is diminished.

Review:

Review takes place in various phases of the organization.

The performance of the probationary employees is reviewed by the executive director to take decision regarding making them permanent or taking more time to make them work as probationary officer.

The duty of the employee is reviewed by his/her immediate supervisor in consultation with executive director.

If the executive director thinks to terminate any employee, then he has to send his/her decision to steering committee after reviewed by the disciplinary committee.

Promotion and demotion:

Promotion and demotion practice is undertaken to reward and to penalize existing employees. When there is a vacant position in the organization, the management looks into the existence employees from whom the vacant position can be fulfilled. Internal employees, who possess the qualifications the vacant position requires, will be considered for competition for that position. Performance appraisal record of those employees will also be taken into consideration for promotion.

On the other extreme, there might have some employees who are unable to perform up to the expectation level of the organization. So they might not have the ability to perform that job or they are not as sincere as the job entails. In this case the management might take the decision to offer a demotion to those employees. This demotion should make them aware about their duties and about their efforts.

The salary and other benefits will be adjusted for promotion and demotion. The employee, who is promoted to higher rank, will enjoy the salary and other benefits of that new position. Similarly the management will decrease the salary and other benefits of a demotion holder according to the new position. Copies of promotion or demotion letter will be sent to the concerned officers and employees.

Loan facility & other benefits:

Employees might need some loan facility in any emergency situation. These situations include house construction, wedding, severe illness and so on. In these kinds of situations, our NGO has the probation to provide loan facility to the employees up to 80% of his/her saving fund. The loan has to be repaid within two years which will be deducted from his/her monthly salary. Additional loan facility may be provided after completion of the first loan.

In addition to loan facility, our NGO will have a participatory provident fund in contrast to general provident fund for all contract employees. The provident fund will be 14% of his/her basic salary. Out of this 14%, the organization will take 7% from the basic salary of the employee and will provide the rest 7% from the fund of the organization. The amount of the provident fund will be given to the employees either in cash or will be deposited in the bank account of the employee. The amount will be provided to the employee after completion of the contract period. But if any employee is terminated before the contract period is expired, then either of the followings can occur:

If the termination is for any financial crime, then our organization will adjust the amount of money of the crime with the amount of money of provident fund and will provide the balance to the employee. If the provident fund does not seem enough to back up the financial crime, then the particular employee will have to pay a fine to the organization.

If the termination is not for any financial crime, then the organization will provide the organization only the amount which is due up to that point of time.

Other than loan facility and provident fund, our NGO will also endow with proper medical facility to the employees. In this regard, all the employees will be offered a certain amount of money for medical purpose and the amount of money will vary to the degree of illness. This medical facility will initially be provided only to the employees of our NGO. But as time progresses, the family members of the employees will also come under this facility.

Salary advance:

Any employee who needs advance salary must have to fill up a salary advance form which needs to be approved by the Finance & Admin Officer. When the salary advance form is approved by the proper authority, only then the employee will get this facility. But the condition is that the employee will not get advance salary more than 50% of his/her basic salary. Again if there is any emergency situation, then the employee can get his/her full salary of that particular month in advance. But in no situation salary of then next month will be provided as advance.

Rewards & recognition:

Our NGO has the plan to recognize and to reward its best employees over time to time. All the employees will be working keeping a target in mind and they will be rewarded in accordance with their performances and efforts. This reward and recognition process will take place to encourage all the employees of the organization so that they can put their best for the organization.

Award amount:

If the management decides the provide cash money as award, then the amount of that award will vary according to the level of achievements of the employees. If the achievement is very high then the amount will also be very high. On the other hand if the achievement is moderate, then the cash amount will also be moderate.

Types of awards:

Basically we will provide the following types of awards to our employees:

Cash payment: Employees with a satisfactory performance recognized by the management will be provided a handsome amount of money as reward. The amount of money will not be the same for all kinds of achievement.

Foreign trip: Some of the employees will get the opportunity to have a visit in a foreign country. This will enhance the boundary of knowledge of the employees. This will also work as a great encouragement for the employees to concentrate more to their work.

Types of employee recognition:

Appreciation: Some of the employees will receive recognition from the management which will take place in front of all the employees in a award giving program. This will encourage the employees to dedicate themselves more for the organization.

Promotion: There might have some employees who will prove themselves to work in a higher position compared to the position they are currently working. In that case the management will consider their potentiality to work in a higher position and if possible will offer them promotion.

Compensation and benefit Services:

Salary:

The amount of salary will be given to the employee by employee contract during the joining. This amount is given through the bank account or by cash.

The salary date will be n 4th of every month. If the date falls on Friday or Saturday, then salary will be paid on Thursday.

There is a policy to pay the mid months’ salary advance if employee desire so and the remaining balance will be paid at the end of the month. For this purpose, one must apply to the respective supervisor.

Tax payments by the organization shall follow exactly the rules set by the authorities in Bangladesh.

Employees must pay their government tax to the concerned district authorities. Company will not responsible to pay this tax or to remind the employee to pay.

Incomplete months are paid by calculating the number of days actually worked. The employee’s monthly salary will be broken down as below:

Basic salary (40%)

Housing (30%)

Transport (10%)

Lunch (10%)

Children Education (10%)

Each employee on the payroll has to fill up a pay sleep at the end of the month. One signed copy will be preserved to the employee and one copy will be remaining to the employer for record purpose.

The salaries depend on:

The hierarchal position of the employee

the experience and qualification of the employee

The performance of the employee during service.

Inflation adjustment of the salaries:

The salaries will be given in local currencies of the countries based on the different branches of the company. The total amount will be valued against the dollar amount and will be adjusted with the local currencies so that no big mismatches occur. The company will also consider the inflation situation of a particular area before setting up the salary.

Salary increase (performance related): After each one and a half year a performance appraisal will be done about the employee. If performance is found to be an acceptable level, salary will be increased to the next level discussed with the supervisor and other advisory members. This process continues until he/she reaches the peak salary defined for his/her position by the grading system.

Salary increase will be confirmed in writing after the Employees Admin Officer has obtained the approval of the District Program Officer for the increase.

The Employees Admin Officer will inform the Finance Officer about the new salary after get the approval.

Management level salary rises have to be permitted by the District Program Officer and the board of directors.

For increasing the salary of district program officer, this will have to be approved by the Board of directors.

Employees failed to meet standard performance will receive no promotion or step increase, but will continue to receive inflation compensations.

Overtime

Employees may have to work extra hours for various factors like, workloads, operational efficiency, or staffing needs

Under such circumstances,

In this case each employee is entitled to receive an overtime payment for working each extra hours.

However, no overtime compensation will be provided for staff during field trips. The overtime rate will be paid on hourly basis and will be calculated on the basis of the basic salary.

Banking and payment policy:

All employees from the officer level will get a free corporate account with the standard chartered bank. Salary will be given directly through the bank account

The company will bear the entire related account maintenance fee like debit card fee etc.

The company will not be responsible for any kind of personal transition between the bank and the employees.

If any employee quit the job, he or she may continue the account but the account will be converted into a general account and all the fees must be paid by that individual.

Medical care

The company will provide medical facilities to provide better Health & Quality of Life to individuals working with the Company and their immediate family members.

The company will have a medical account of all the employees with the local clinics to provide medical facilities.

The medical Coverage will be mentioned dependent family members including spouse, Children (up to the age of 20).

These facilities will be limited to minor health issues and testing facilities and medicines. ( up to 50k per year)

Company will bear 50% of the total medical cost of every employee each time for those services.

Employees will get these facilities after 3 months of their joining after the probation period.

Employee will receive the service at the local hospital mentioned by the company. After receiving the service they will pay 50% cost and take all receipts provided by the hospital. Photocopy of the receipts must be submitted to the admin department. Company will clear all the bills of hospital each month.

Leave policy:

Regular employees are authorized to apply for a leave of absence for a variety of reasons including :

Medical- 10 days

Parental- 5 days

Personal duty - 7 days

No employee is allowed to apply for leave before completion of their probation period.

The employee must give a written application to the respective supervisor If he/she wants a leave of absence or an extension to any prior leave that was approved,

The decision will be made by supervisor, the human resource department and other related parties about the approval of the leave request.

Designated start and return date shall be established prior to the beginning of the leave during the approval of the leave.

In case of, employee does not return to work in time and did not communicate the reason of the late, and then the employee must be terminated by the discipline policy.

Supervisor must show the leave on the payroll record.

In case of taking long leave (more than 10 days), holidays between the leave will be considered as leave days.

Employees are allowed to get half day leave by approval of the supervisor

Medical Leave:

Sick leave is allowed when one employee is unable to do his or her duty because of extreme sickness, or in a mental condition that can harm that particular employee significantly.

Sick leave is not to care other family members or treatment of other family relatives.

One employee should present enough evidence to his or her supervisor for approving the leave.

Maternity and paternity leave:

Company will allow a once every five years to seven weeks maternity leave on full pay. One employee must complete her probation period for avail the facility of the policy.

During the maternity leave period, the normal benefits and entitlements of the employee including her contractual rights and accumulation of seniority shall continue uninterrupted and her period of employment shall not be considered to have been interrupted, reduced or broken.

In the event of illness, certified by a registered doctor, arising out of pregnancy or limitation, affecting the employee or her child, the organization shall grant the employee additional leave as required according to the situation.

A maximum of four days, if applied for, will be given to the male employee once every four years for paternity leave.

Leave without pay

Leave without pay is a rare incident which will be granted in exceptional cases for those have been employed with the organization for a minimum of 18 months.an employee must file a request in such a cases before one month in advance.

Leave encashment:

Employees can en-cash their unveiled leave with a minimum balance of 10 days.

Company will give the unveiled leave as cash payment on retirement of death of any employee.

Encashment application is allowed only during September to December of a year.

Public Holidays:

The company respects all the holidays declared by the government of the country. So if any employee needs to work at those holidays, then the company will compensate them according to company policy.

Public holiday’s falls into the employees leave days will not be counted as leave days and as such are not deducted from the employee’s leave record.

A public holiday can only be taken after confirmation by the District Program Officer that indeed the national authorities have officially accused this day or these days as public holiday.

Office loan:

The company has a policy to give employees office loans to meet their emergency requirements and help on the time of difficulty.

All such cases employee must clarify the reason for taking the loan and file a written request for the loan to the immediate supervisor or administrative head.

The employees will be given a maximum time of one year to repay their loan with equal installments.

Insurances:

The organization will have a liability and an accident insurance for each employee and probationer.

Transfer & shifting policy:

The company has an authority to transfer and shift its employees and branches an any time for greater benefit of the company.

The respective department will decide the transfer of any employee

The decision of the department head will be final.

In case of transfer the employee may or may not get additional benefit.

Official trip

All employees, while leaving station from their respective place of work for official trips, are supposed to provide information as per an appropriate format with due approval of the respective Divisional / Departmental /unit heads. A copy of the format, complete in all respects and duly approved, must reach the Director- Admin before the trip / journey is undertaken

Travel policy:

Up to AC vehicle for all categories below Assistant Director (air to be considered for exceptional cases as decided by any official at least in the level of Assistant Director)

For Assistant Director and above- Air fare.

Foreign travel:

A travel requisition form must be submitted to the foreign affairs department authorized by the department head at least 20 days earlier.

A copy of the form should be sent to the accounts department for calculating and facilitating the cost of the travel. Company will provide air fare, daily allowance and miscellaneous expenses during the travel.

On return from an overseas tour, the employee should submit statement of account with supporting documents.

The executives visiting abroad must check their passports thoroughly with respect to its validity, blank pages for Visa Endorsement etc., well before planning for a visit.

Miscellaneous expenses will be including, visa processing fee, airport toll fee etc.

Eligibility for class of travels for foreign travel

Designation

Class of travel

Directors level

First Class

Others

Economy Class

Mobile phone facilities:

All the employees at the level of executive and higher position will get mobile phone allowance of 1000 taka per month. From the assistant director level and higher position, they will get a mobile set and an allowance of 3000 taka per month

Expenses:

All the employees are entitled to staying and related expenses while on tours.

The amount is provided by the financial department of the company.

All the employees have to submit the original money receipt of all the expenses they incur to the finance and accounts department for getting those bills in cash.

Accommodation facilities for the employees:

Just for recruiting the best candidates from any corner of the world, the company will provide residential facilities for its employees where possible. The preference will be given those remote areas where finding quality accommodation is tough and not safe for family staying.

The all the essential facilities will be totally free, but employees has to pay the electricity bill.

There is also accommodation facility available for the students who come for internship and Volunteers from abroad are also provided with accommodation facility.

Housing Loan:

The company will provide house building loan for all of its employees based on the employee need. A special is maintained for giving these kinds of facilities.

There will be very small percentage of interest rate, like 3 to 4%.

The interest rate will be adjusted by the finance department time to time according to inflation and other indicators.

Company Guesthouse:

Company guest house is available in remote areas where providing accommodation facility is not possible by the company.

Employees must submit a form to the administration department so that the department can ensure the facility and inform that particular guesthouse in advance.

Employees are allowed to stay at guesthouse only for official purpose.no personal staying is allowed.

Food and other necessary facilities will be totally free during the staying.

Workplace safety:

The company does not tolerate acts of workplace violence committed by or against employees. We prohibit employees from making threats or engaging in violent acts. This policy applies to all employees

Prohibited conduct includes, but is not limited to:

Injury to another person physically or mentally.

Engaging in behavior that creates a reasonable fear of injury in another person.

Engaging in behavior that subjects another individual to extreme emotional distress.

Possessing, brandishing, or using a weapon

Damaging property intentionally.

Threatening to injure an individual or damage property.

Committing injurious acts motivated by, or related to, domestic violence or sexual harassment.

Vehicles policies:

All the company vehicles can be used only for company benefit. Using company vehicles with or without permission for personal use is not allowed except those vehicles that are provided for personal use for specific time period.

Company will provide transportation facility within the major cities where possible.

Employees have to pay a minimum payment for availing the facility. (25%)

They need to submit a filled form to the administrative department before a month for availing transport facility for a specific month.

Insurance policy for the vehicles:

A third party insurance policy will be done for all the company vehicles as per rule of People’s Republic of Bangladesh.

First party insurance will be done only for those vehicles that are very expensive and used for reaching long distance areas.

Uniform and dress code:

A dress code must be followed during the office hour. Male are suggested to wear formal shirt and pant during office hour. During winter any additional decent cloth can be used like, blazer, sweater. Female employees are suggested to wear decent dresses that match with local culture. It is advised that during business meetings with customers, employees should be dressed in formal attire. Examples of unacceptable attire would be clothing that are Jeans, Kurtas, T Shirts, Sport Shoe, Short Skirts /Slacks etc.

Cafeteria and canteen:

This policy has been laid down to provide the food and tea at the work place for all, where the canteen facility is available. Company will provide the Food at the specified place for all where the canteen is available. The food will be subsidized by the company. Company shall provide tea two times in a day. Tea will be served to all the employees at the specified place decided by the HRM.

All food will be server 25% of the original price

Guests are also allowed but price will be 75% of original price.

Security and Observance:

Workplace Searches:

Company reserves the right to conduct a search of any employee’s work area, equipment and personal belongings that are on Company’s property.

All searches shall be conducted pursuant to an investigation by the director for Human Resources, their designee, the Director of employee Safety, their designee, or a member of the directors’ Cabinet. A search of a work area is not an accusation of wrongdoing.

Movement of goods, vehicles and visitors:

Employees must show their authorized identity card to the security person before entering the office. If electronic register is available , they must sign in with the card, otherwise they will be considered absent on that day.

In case of visitors, they must register before entering the office premise.

All noticeable goods if required may be checked the security team and may be registered, checked or blocked any inflow or outflow.

Confidentiality agreement:

All employees must sign a confidentiality agreement with the company before joining into the company.

Staff Welfare Society:

In order to nurture the staff creativity and support the staff cultural & social activities, a society is registered at the initiative of staff members. All the staff members become the member of this society since they join company and continue membership till the end of their service. A Management Committee duly elected from the staff members runs the society. The staff members voluntarily contribute in the society. The activities of the society largely include:

Organizing blood donation camp

Support to poor community for child Education

Annual staff picnic with staff family members

Publication

Cultural evening on company foundation day

Giving farewell to staff members, etc.

Suggestion Scheme:

For increasing the service quality of the company, suggestions from the stakeholders are welcome.

Suggestions from the customers will be collected in a box at head office and other branch offices and witnessed by the administrative department.

After analyzing the suggestions, they will be forwarded to the concerned departments for taking corrective actions.

Employees are also allowed to give suggestions to increase the work environment or service quality.

Employees will do it to their respective department heads by filling a predetermined form.

They are allowed to give suggestion based on: Cost reduction, Quality improvement, Areas of new initiatives, Positive and good attitude towards work and colleagues, Safety Environment.

Discipline management:

All employees must follow all the rules and regulations of the company set by the management. The code of conduct must be followed by all level of employees.

Code of Conduct:

Employees must be loyal toward the company’ mission, vision and goal and achieving of that.

All the employees must follow the job description and job specification set by the company strictly.

Employees must maintain the time schedule according to work hour, meeting and in case of appointment.

Employees must not forget their ethical duty and cultural heritage during the service time.

Employees are not allowed to disclose any information of the company that is prohibited to disclose to anyone.

Employees are not allowed to criticize about the company or about any other collogues within or outside the company.

All the employees shall be expected to protect company property.

No employee shall accept any part-time or full time paid job outside the organization. If they desire to take up some exceptional assignments outside, it shall be accepted only with the approval of the appropriate authority.

All the branches of the company including the head office is smoking free and alcohol free zone. So no smoking or alcohol is allowed inside the office premise

Misconduct:

Fraud or dishonest activity with any stakeholder of the company

Any kind of political activities within the office premise or doing illegal strike.

Taking or giving bribe for any purpose.

Frequent absence without any valid reason.

Rigidness of showing identity card or sweeping the card for entry and exit.

Misbehavior or non-cooperation with the security team and the discipline management members.

Smoking and using alcohol within the office premise.

Collection or pay any money amount without necessary documents to any parties.

Willful damage of any property of the company or using company property for personal use without permission.

Frequent negligence at work.

Holding meeting inside the premises of the establishment without the previous permission of the Manager.

Disclose any confidential information.

Rigidness in following chain of command.

Carrying any weapon inside the office premise.

Any activities that tries to change the corporate culture or affect the corporate culture negatively.

Handling of Misconduct:

The affected or witness person must submit a filled form given by the company for claiming misconduct activities.

The form will be accepted by the discipline management team and then forwarded to the concerned person of HR department.

They will verify the complaint and will give written warning to the accused person.

If a person does not corrected after second warning, more severe action should be taken like, transfer or firing.

Manager and supervisors are allowed to give verbal suggestions and warning to their subordinates.

Separation & full final settlement:

Resignation:

An employee, who wants to resign from the service of the organization, must gives the notice of resignation, the minimum period required is one week, if he has been employed for at least one month or as per the term and condition of his or her appointment letter.

Proportional benefit and allowance will also be available for all employees at the time of separation.

When the letter of resignation willingly received by the department head, although corporate HR shall undertake a final discussion with resigned employee.

Corporate HR should conduct an Exit interview.

Resignation acceptance letter shall point out the date of relieving and advising him or her to return or handover the properties or documents (if any).

"NO DUES CERTIFICATE" signed by respective HR person will be required for Full & Final settlement.

Termination:

a) Termination of services of an employee is made on the grounds of willful disobedience of a lawful order, Misconduct, Dishonesty, Incompetence, Drunkenness, & long absenteeism.

i) Willful disobedience of a lawful order suffices if it amounts to willful and serious defiance of authority, serious enough to show that the employee is repudiating the essential basis of the employment agreement.

ii) Misconduct in connection with the business or outside it if it is sufficiently grave.

iii) Dishonesty, where the employee is in a position of particular trust.

iv) Incompetence or neglect insofar as the employee lacks or fails to use skill which he professes to have.

v) Drunkenness, only if repeated or if it occurs in aggravated circumstances such as when driving a vehicle or a train.

b) In case of Termination due to disciplinary action, the concerned employee is relieved on the very same day. All the following processes are undertaken on the same day.

i) Full & Final Settlement dues cleared.

ii) Full & Final Settlement cheque handed over.

iii) All legal dues paid without making any notice period recovery.

Separation due to death:

In case of Death of the employee, all processes are followed by as per the sub-sections which are mentioned above i.e. No dues clearance, old age fund scheme, & below mentioned Full & Final settlement.

Only declared nominee(s) of the employee will get the cheque of dues and others payment.

Exit interview:

The employee who wants to resign from the job shall attend the Exit Interview to share his or her opinions and views on the company’s policies, procedures, systems, and practices for amelioration in these areas after submitting the Letter of Resignation.

An Exit Interview is arranged and directed by the Corporate HR/Site HR.

Exit Interview shall be conducted before processing Full and Final Settlement.

Full & final settlement:

Following aspects are thoroughly checked and calculated for processing Full and Final Settlement.

i) Accumulated Leave as on date for calculating Leave Encashment.

ii) Years of service more than SIX YEARS for Gratuity Amount.

iii) For loan recovery or salary payable, Information in No Dues Clearance Form is required.

If No Dues Clearance is not cleared due to various reasons, Full & Final Settlement is kept pending of that employee., his or her Full & Final Settlement is processed after clearing all the dues.

If an Employee wants to be quit early before completion of his or her specified Notice Period, Notice Pay is recovered from his or her Settlement Amount. Employee will get all legal dues for the normal resignation.

Gratuity:

As per the gratuity act an employee who completes 6 years or more continuous service or either resigns or retires or services terminated or dismissed or discharged are liable to be paid gratuity at the rate of 15 days Basic salary for each completed year of service to a maximum of TK. 5,00,000.00 or 10 months salary whichever is less.

For gratuity purpose one month consists of 26 days.

Notwithstanding anything contained in this Gratuity Scheme.

i)The gratuity of an employee, whose services have been terminated for any act, willful omission or negligence causing any damage or loss to or destruction of property belonging to the company, shall be forfeited to the extent of the damage of the loss.

ii) The gratuity payable to an employee can be wholly forfeited if:

The services of such employee have been terminated for riotous or disorderly conduct or any other act of violation on his part.

OR

The services of such employee have been terminated for any act, which constitutes an offence involving moral turpitude; provided that he commit such offence during the course of his employment.

Statutory deduction of income tax:

The organization shall deduct from the gross amount of Gratuity to which the employee is entitled, any income tax or any statutory tax, which the employee is liable to pay, and shall pay to the employee the net amount after deduction.

Provident fund:

a) All employees are covered under the "Employees Provident Fund & Miscellaneous Provisions Act, 1952" and shall contribute 12% of Basic per month or as fixed under the said Act from time to time. The organization shall make a matching contribution. Contributions to the Fund commence with effect from the date of joining of the employee.

b) As per the said Act, an employee can make voluntary contributions to the Fund. However, the organization will not be liable to match any contribution made by the employee over the entitled amount.

c) As per the provisions of the EPF & MP Act, 1952, employees may apply for a loan against their accumulated Provident Fund balance for the following purposes:

i. Housing

ii. Illness

iii. Marriage

iv. Education

v. Natural Calamities

d) An amount of 12% of the Basic salary is deducted from the salary of the employee with matching/ equivalent employer’s contribution.

e) For Transferring and/or Withdrawing the PF Amount, Employee has the option to fill the respective Forms available with Corporate HR / Site HR and

Submit the same with HR.

Retirement policy for regular employees:

a) Every employee will retire from the services from the organization on attaining the age of superannuation i.e. 60 years, as per the date of birth recorded in the organization’s records.

b) The management may at its sole discretion grant annual extension beyond the age of superannuation in case of the company desires to avail the services of the retired employee. Alternatively he can be engaged on annual contract basis either on per diem allowance or fixed monthly remuneration on mutually agreed terms and conditions. The person will not be entitled to any long-term benefits.

c) The above is subject to job requirement, satisfactory service and continuing good health of the employee. The authority to approve such extension(s) will rest with the Chairman.

d) The date of retirement of the employees will be regulated as under:

Date of birth falling between the period Date of Retirement

1st January - 30th April 30th April

1st May - 31st August 31st August

1st September - 31st December 31st December

e) Corporate HR will intimate to the concerned retiring employee three months in advance through respective Reporting officer / HOD.

f) During the above intervening period, the employee will be required to obtain necessary clearance from all concerned departments. The HR and Account

Dept. will prepare employee’s full and final settlement such as salary, balance of leave and medical reimbursement encashment, if any, for settling the employee’s dues timely.

g) Retirement cases of the officers of the level of GM & above will be put up to the Chairman prior to the intimation to the concerned employee.

h) On the day of retirement, a small get-together will be arranged by the

concerned department and an appropriate moment taking into account the employee’s service / seniority in the company will be presented.

Cases of existing employees over the age of superannuation shall be dealt

with case-to-case basis.

j) All regular employees on retirement or death if he or she comes from outside the city limit (beyond a radius of 50 Km) transfer of household goods and travel (Rail / Road) fare subject to actual at the discretion of the management.

Working hours:

The working days in corporate office is five days i.e. Sunday to Thursday & it will be 10 a.m. to 6 p.m.

The working days in site office(rural area’s office) is six days i.e. Saturday to Thursday & it will be 8 a.m. to 4 p.m.

Weekly off:

a) Friday & Saturday shall be the normal Weekly Off days in Corporate office, in side office Weekly Off days will be in Friday only.

b) Owing to work emergency or demand, an employee may be expected to work either on Friday or Saturday or a public holiday.

c) In above case, after obtaining due approval from his or her immediate

manager, the Employee is entitled to take any of the following weekdays as a compensatory off in lieu of the day of the weekly off/ public holiday.

d) Compensatory off or holiday can be availed of with mutual convenience.

e) Any change in Weekly offs after mutual dealings or Departmental convenience must be communicated to Corporate HR / Site HR immediately.

Late entry:

a) Employees are expected to be punctual at work place.

b) If an employee anticipates late arrival within 30 minutes of the start of the normal duty hours, the concerned must inform his or her Reporting officer.

c) Four such occasions in month would account for one day leave or one day without

pay in case of non-availability of leave in credit.

Update of personal data:

Employees must regularly update the Corporate HR/Site HR for any change in

personal records such as Changes in address, telephone number, marital status,

number of dependents or changes in next of kin and/or beneficiaries of PF,

gratuity etc.

b) The concerned employee shall send a mail to Corporate HR/Site HR through the HOD for any update of information in the personal records of the employee.

If not possible through mail concerned employee can forward a written

application through his or her HOD to Corporate HR/Site HR.

d) All update requests must be supported by valid documents.

e) A return mail confirming the update would be sent by the Corporate HR/site HR.

Office infrastructure:

a) All Employees including Trainees shall be provided with an appropriate seating space.

b) Based on the work requirement, a working PC with or without Mail ID shall also

be provided to Employees and/ or Trainees.

c) The Mail ID shall be provided only after due approval of the HOD.

d) Laptop, Pen drive will be provided on the basis of need for executives below

Mid-level.

Information technology usage:

All eligible New Entrants shall be given Workstations equipped with the necessary software/ hardware.

Additional software/ hardware can be requested and shall be allocated once the relevant authorities/manager approves the ‘need’.

All information shall be shared on a need-to-know basis. Each user shall be give necessary (and restricted) access to the computers/shared network. It shall be mandatory to follow the access limits strictly.

Employees shall be held responsible for inappropriate use of information, which they have access to. All passwords must be kept confidential and computers shall be locked/ logged out from while away from them.

The company shall have the right to monitor any and all of the aspects of its

Technology.

All personal greetings, displays or message on any technology shall be formal and professional.

Employees are expected not to use company’s technology for personal financial gain or profit.

Employees shall not install any software on the computers. All software required

for business purposes shall be installed and upgraded by the Information Technology Department.

Using technology for entertainment shall be prohibited.

A breach of any of the above guidelines or not following the policy guidelines shall lead to strict disciplinary action against the concerned employee.

Usage of personal computer & laptops:

Employees must maintain company’s professional image and reputation in their use of the PCs & Laptops.

They may store only work-related Programs or information on their PC, laptop or the servers.

They must at all times be conscious that the hardware is networked and others may view files stored on their computer.

Employees will be held responsible for the data stored on their machines, its security and use.

The organization reserves the right to replace, remove or recall hardware at any time.

Separating employees who have been assigned PC’s and Laptops must return them prior to leaving.

Employees are expected to strictly comply and must never share the hardware (PC or laptop) with friends or family members.

Employees must not install unauthorized hardware devices or software on the machines that they have been assigned.

Usage of internet:

Certain employees may be provided with access to the Internet to assist them in performing their assigned tasks.

Use of the Internet shall be tempered with common sense and good judgment.

The organization advices discretion in the material viewed or downloaded by user from the internet.

Sending mass mails or chain letters, playing games, engaging in online chat groups, printing multiple copies of documents, or otherwise creating unnecessary network traffic etc. is not permitted.

Since audio, video and picture files require significant storage space; files of this or any other sort shall not be downloaded unless they are business related.

Employees shall not have an expectation of privacy in anything they create, store, send, or receive on the computer system.

Usage of outlook:

All messages distributed via the organization’s outlook system, shall be the property of the organization.

Emails shall be monitored without prior notification if the organization finds it necessary.If there is evidence that the employee is not adhering to the guidelines set out in this policy, the organization reserves the right to take disciplinary action.

Users shall take care in drafting an email as they would for any other communication.

Confidential information should be encrypted prior to being sent via email.

Employees shall not Send or forward emails containing offensive text or images.

It is strictly prohibited to send unsolicited email messages or chain mail and never forward a message or copy a message or attachment belonging to another user without acquiring permission from the originator first.

Software usage:

The organization shall own all software and makes it available to employee according to need, under the terms of licensing agreements between the organization and individual software vendors.

If an employee leaves the organization, any company-owned software in his or her possession must be returned.

To use resources wisely, employees are expected to learn what existing software can do.

The organization reserves the right to revoke access to software applications or remove, delete destroy any non-approved software.

Only IT Departments shall add/load/delete/edit/execute any new required software.

Employees shall not use CD-ROM to alter the exiting software, Violation of the same shall be viewed as an offence and will be liable for disciplinary action.